International Coordinator

Warsaw

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As International Coordinator, you will support the Global Expansion Advisory (GEA) Team by managing onboarding, compliance coordination, and financial processes. You will ensure accurate fee analysis, maintain effective communication with Local Service Providers (LSPs), and oversee the timely setup of systems and timetables.

This position involves preparing compliance timetables, managing due diligence documentation, and coordinating contract matters. Additionally, you will handle billing and financial management, including WIP control and revenue reconciliation.

By embodying the ZEDRA brand and values, you will build strong relationships with providers and colleagues, contributing to the overall success of the Global Expansion Team.

Key Accountabilities

  • Support the team with fee analysis on new proposals and maintaining the pipeline spreadsheet.
  • Liaise with Local Service Providers (LSPs) for onboarding information, including AML and requesting Letters of Engagements (LOEs).
  • Ensure timely setup of systems and timetables/calendars.
  • Obtain clear instructions from LSPs on new filings, including deadlines and criteria, and prepare information sheets for the team.
  • Annually confirm fees and filing deadlines with LSPs and document any new filings or changes from the previous year.
  • Maintain in-country filing lists on FLOW and keep proposal and engagement letter appendices up to date.
  • Prepare compliance timetables and calendars for all clients, rolling forward dates as needed.
  • Update internal templates and the Filing Deadline Summary master list to reflect new filings.
  • Support the Assistant Manager/Manager in gathering data and running system reports for audits.
  • Manage shared GEA inbox procedures, ensuring weekly clearance.
  • Prepare billing workbooks and approve LSP client invoices, updating the billing spreadsheet and handling LSP invoice queries.
  • Manage WIP and billing control, understanding client contracts and special fees for new tasks, and ensuring thorough knowledge of the contracted scope of work.
  • Review WIP for bills, complete WIP analysis, and conduct WIP recovery analysis.
  • Enter bills, write-offs, and carry-forwards in the accounting system (NAV).
  • Oversee the direct billing process, including setting up new clients, uploading invoices, approving GEA invoices, updating the billing spreadsheet, and querying GEA-only invoices with LSPs.
  • Manage shared LSP inbox procedures, ensuring weekly clearance.
  • Annually update LSP fees and track changes.

Knowledge and Experience

  • Have at least 3 years of relevant work experience in client onboarding, compliance coordination, and financial management, preferably within a global expansion or similar environment.
  • Have proven experience in managing projects independently, including system management, timetables, and coordination with multiple stakeholders.
  • Have a strong background in billing and financial analysis is essential.
  • Have a demonstrated ability to build and maintain strong relationships with colleagues and Service Providers.
  • Hold a bachelor’s degree in finance, business administration, accounting, or a related field.
  • Be proficient in financial software (e.g., NAV), project management tools (e.g., Monday.com, FLOW), and strong MS Office skills (Excel, Word, PowerPoint).
  • Excellent verbal and written communication skills in English are required, with the ability to effectively liaise with international colleagues and providers.
  • Strong analytical and problem-solving abilities, attention to detail, and accuracy are essential.
  • Demonstrate the ability to work collaboratively within a team, providing support and guidance to team members.

For more information or to request a copy of the full job description including key responsibilities, please email [email protected]

All agency emails and queries should be sent to [email protected]